Administrative Assistant

City of Midland, TX; Midland (TX); On-site; USD 36,000 - 52,000; Full time

Job summary

City of Midland, TX seeks an administrative assistant for the Transportation Division and Engineering Department to provide clerical, financial, and customer service support. The role requires filing, data entry, and coordination with external agencies to ensure smooth operations.

Responsibilities include minutes, service requests, mail, vendor files, and budget-related tasks, with a focus on accuracy in payroll and procurement data; a Texas driver's license is required.

Qualifications

• High school diploma or equivalent plus 3–5 years experience in a similar role.
• Typing test required: minimum 40 wpm; data entry test minimum 100 kpm; spelling/grammar tests min 60 each.

Responsibilities

• Takes meeting minutes for weekly planning.
• Answers phones, greets visitors, directs inquiries, and relays messages.
• Enters, routes and tracks service requests in work order system.
• Codes and processes purchasing card transactions for divisional accounts.
• Manages incoming/outgoing mail and maintains vendor files.
• Maintains office supplies and assists with uniform orders.
• Maintains personnel files and initiates payroll data entry.
• Assists with budget-related tasks and cost data for reimbursements.
• Coordinates with state, county and utility companies.
• Performs tasks using Microsoft Office and industry software.

Skills

Typing 40 wpm

Data entry 100 kpm

Microsoft Office

Bilingual preferred

Education

High school diploma or equivalent

Tools

Microsoft Office

Payroll software

Purchasing/procurement software

Job description

Under general supervision, performs a variety of administrative, technical support, and customer service duties for the Transportation Division and Engineering Department.

• Completes weekly planning meeting minutes for the division
• Answers phones, communicates with field personnel by radio, greets visitors, answers citizens inquiries or directs calls to the appropriate person, and takes messages for the division
• Enters, routes and tracks service requests in work order system
• Receives all purchasing card transaction logs and statements from cardholders in the division and codes all credit card transactions for proper allotment to divisional accounts
• Handles and routes all incoming and outgoing mail
• Maintains vendor files, including contact information and current and past contracts
• Maintains office supplies for the Transportation and Traffic Operations Divisions
• Assists with annual uniform order for the Transportation and Traffic Operations Divisions
• Maintains personnel files
• Initiates check requests, purchase orders and requisitions
• Enters payroll information
• Compiles cost information for reimbursement for damage to City property
• Communicates and coordinates with the State, the County and public utility companies
• Assists Division Managers with the management of annual budget
• Completes various tasks using Microsoft office programs and industry-specific software
• Performs related duties as assigned

Ability to sit, stand, squat, stoop and move about an office and transportation maintenance facility. Ability to drive a City vehicle.

Employee works with the public or other employees answering inquiries and relaying information from various contractors/vendors to field personnel, taking complaints and processing information or making referrals to the proper staff person. Also has contact with outside agencies, such as contractors, vendors, TxDOT, Midland County, public utility companies, insurance companies, etc., when giving or receiving information regarding various City services.

Ability to read and understand manuals and updates regarding City and departmental policies and procedures. Skill in the operation and maintenance of a number of office machines and equipment, such as computers, calculators, copiers, printers and fax machine, etc. Skill in typing in order to design or complete spreadsheets, forms or word processing assignments. Ability to learn and understand payroll data entry. Ability to learn and understand purchasing and procurement software, payroll software, and industry-specific software. Skills to communicate both orally and in writing to citizens and other Departments.

Minimum Education, Experience and Certification

High school diploma or equivalent plus three to five years experience working in a similar position. Bilingual Preferred. Must complete typing test with a minimum score of 40 wpm, data entry test with minimum score of 100 kpm, spelling test with minimum score of 60 and grammar test with minimum score of 60. Experience with Microsoft Office required. Valid Texas driver's license required.

Salary Depends on Experience ; Monday thru Friday: 7:30 am until 4:30 am